Terms & Conditions

Last Updated: July 2026

Welcome to The Pencil Case. These Terms & Conditions govern your use of our website and any purchases made through our online store.

By accessing our website or placing an order, you agree to be bound by these Terms & Conditions. If you do not agree with any part of these Terms, please do not use our website.

1. About Us

The Pencil Case is a UK-based retailer specialising in school uniform, embroidered schoolwear, workwear, personalised clothing, stationery, balloons, cards and gifts.

Throughout these Terms & Conditions, "we", "us" and "our" refer to The Pencil Case. "You" refers to the customer using our website.

2. Website Use

By using this website, you confirm that:

  • You are at least 18 years old or have permission from a parent or guardian.
  • Any information you provide is accurate and complete.
  • You will not misuse our website or attempt to interfere with its operation.
  • You will not use our website for fraudulent or unlawful purposes.

We reserve the right to suspend or terminate access to our website if we believe these terms have been breached.

3. Product Information

We take great care to ensure product descriptions, photographs, dimensions and pricing are accurate.

However:

  • Colours may vary due to screen settings, device displays and photography.
  • Product images are for illustration purposes only.
  • Measurements may vary slightly due to manufacturing tolerances.
  • Packaging may differ from images shown.

We reserve the right to amend product descriptions, specifications and pricing without prior notice.

4. Availability

All products are subject to availability.

In the unlikely event that an item becomes unavailable after your order is placed, we may:

  • Contact you regarding an alternative product.
  • Offer a refund for the unavailable item.
  • Partially fulfil your order where appropriate.

We reserve the right to limit quantities purchased.

5. Pricing

All prices displayed on our website are in Pounds Sterling (£).

Prices include VAT where applicable.

We reserve the right to:

  • Correct pricing errors.
  • Amend prices without notice.
  • Cancel orders where an obvious pricing error has occurred.

Where a pricing error is identified after purchase, we will contact you before processing your order.

6. Placing Orders

When you place an order, you are making an offer to purchase goods from us.

An order is only accepted when:

  • Payment has been authorised; and
  • We have dispatched your order.

The order confirmation email does not constitute acceptance of your order.

We reserve the right to decline or cancel any order for any reason, including:

  • Suspected fraud
  • Pricing errors
  • Stock issues
  • Incorrect customer information

7. Personalised & Embroidered Products

This section applies to:

  • Embroidered school uniform
  • Personalised garments
  • Workwear embroidery
  • Printed clothing
  • Customised products

Customer Responsibility

You are responsible for ensuring:

  • All spelling is correct.
  • Names, initials and wording are accurate.
  • Garment sizes selected are correct.
  • Uploaded artwork is suitable and authorised for use.

Artwork Approval

Where artwork approval is provided, customers must carefully check all proofs before approval.

Once approved, responsibility for errors passes to the customer.

Returns

Due to their bespoke nature, personalised, embroidered and custom-made items cannot be returned or refunded unless they are faulty or supplied incorrectly.

This does not affect your statutory rights.

8. School Uniform Orders

Where garments are embroidered with a specific school logo:

  • Items are produced specifically for that school.
  • Customers should refer to school sizing guidance where available.
  • We recommend checking sizing before ordering.

Uniform items customised with embroidery are classed as personalised products and are exempt from standard cancellation rights.

9. Workwear Orders

For workwear orders:

  • Customers must ensure logos, artwork and text supplied are correct.
  • Customers warrant they have permission to use any uploaded logos or trademarks.
  • We accept no liability for intellectual property infringements resulting from artwork supplied by customers.

10. Balloons

Balloons should be used responsibly and under adult supervision where appropriate.

We cannot be held responsible for:

  • Damage caused after delivery
  • Incorrect inflation
  • Environmental factors affecting balloon performance
  • Latex allergies

Floating times are estimates only and may vary.

11. Delivery

Delivery times provided are estimates and are not guaranteed.

We shall not be liable for delays caused by:

  • Courier networks
  • Adverse weather
  • Industrial action
  • Events beyond our reasonable control

Risk in the goods passes to you upon delivery.

Ownership of goods transfers once payment has been received in full.

12. Click & Collect

When selecting Click & Collect:

  • You will receive notification when your order is ready.
  • Orders should be collected within a reasonable timeframe.
  • Proof of order may be required upon collection.

We reserve the right to contact customers regarding uncollected orders.

13. Cancellations

Non-Personalised Items

Under the Consumer Contracts Regulations, customers may cancel eligible online orders within 14 days of receiving goods.

Items must be:

  • Unused
  • In original condition
  • Returned with original packaging where possible

Personalised Items

Cancellation rights do not apply to:

  • Embroidered items
  • Printed garments
  • Personalised products
  • Custom-made goods

Once production has commenced, these orders cannot be cancelled.

14. Returns & Refunds

We want you to be happy with your purchase.

If you wish to return a non-personalised item:

  • Contact us within 14 days of receipt.
  • Return goods within 14 days of notifying us.
  • Goods must be unused and resaleable.

Refunds will be processed once returned goods have been inspected.

We reserve the right to reduce refunds where returned items show signs of use.

15. Faulty or Incorrect Goods

If you receive:

  • Faulty goods
  • Damaged goods
  • Incorrect goods

Please contact us as soon as possible with:

  • Your order number
  • A description of the issue
  • Photographs where applicable

We will investigate and provide an appropriate resolution in accordance with your statutory rights.

16. Gift Cards & Promotional Vouchers

Where applicable:

  • Gift cards cannot be exchanged for cash.
  • Lost or stolen gift cards cannot be replaced.
  • Promotional vouchers may be subject to additional terms.
  • Only one promotional code may be used per order unless otherwise stated.

17. Intellectual Property

All content on this website including:

  • Images
  • Logos
  • Product descriptions
  • Graphics
  • Branding
  • Website design

remains the property of The Pencil Case or its licensors.

You may not reproduce, distribute or use any content without prior written permission.

18. User Submitted Content

Where customers upload artwork, images or logos, you confirm that:

  • You own the content or have permission to use it.
  • The content does not infringe third-party rights.
  • The content is not unlawful, offensive or defamatory.

We reserve the right to refuse artwork submissions at our discretion.

19. Limitation of Liability

Nothing in these Terms excludes liability that cannot legally be excluded under UK law.

To the fullest extent permitted by law, we shall not be liable for:

  • Indirect losses
  • Consequential losses
  • Loss of profits
  • Loss of business opportunities
  • Loss arising from delays outside our control

Our maximum liability shall not exceed the value of the goods purchased.

20. Force Majeure

We shall not be responsible for failure or delay in performing our obligations due to events beyond our reasonable control, including:

  • Natural disasters
  • Fire
  • Flood
  • Pandemic
  • Industrial disputes
  • Supplier failure
  • Transport disruption
  • Government action

21. Privacy

Your personal information is handled in accordance with our Privacy Policy.

By using our website, you consent to the collection and processing of your information as described in our Privacy Policy.

22. Third Party Links

Our website may contain links to third-party websites.

We are not responsible for:

  • Content on third-party websites
  • Third-party privacy practices
  • Products or services supplied by third parties

23. Changes to These Terms

We reserve the right to amend these Terms & Conditions at any time.

Any updates will be published on this page and will take effect immediately upon publication.

24. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Any disputes arising from the use of this website or purchases made through it shall be subject to the exclusive jurisdiction of the courts of England and Wales.

 

25. TERMS OF THE 10% OFF NEWSLETTER SUBSCRIPTION OFFER

Eligibility: The 10% off discount code is available exclusively to customers who subscribe to the Pencil Case newsletter.

Minimum Spend: This offer is valid on orders with a minimum spend of £40 (forty pounds).

Code Usage: The discount code must be applied at checkout to redeem the offer. The code can only be used once per customer and cannot be combined with other promotional offers or discounts.

Validity: The discount code is valid for 12 months from the date of subscription. After this period, the code will expire and cannot be used.

Changes to the Offer: The Pencil Case reserves the right to modify or cancel this offer at any time without prior notice. Any changes will be reflected in our terms and conditions.

Non-Transferable: The discount code is non-transferable and has no cash value. It cannot be exchanged for cash or other products.

Exclusions: The 10% newsletter discount cannot be used on the following products or services:

  • School uniform
  • Embroidery services

These exclusions apply whether purchased individually or as part of a larger order.

The discount may not apply to certain other products or categories. Please check product pages or contact us for further details. 

25. Contact Us

If you have any questions regarding these Terms & Conditions, please contact:

The Pencil Case
The Pencil Case
9 High Street
Cowbridge
Vale of Glamorgan
CF71 7AD

Email: info@thepencilcase.co.uk
Telephone: 01446 774084

Website: https://thepencilcase.co.uk

Thank you for shopping with The Pencil Case.